Att F -Technical Proposal - rtp.docx

Respondent Name:

RFP TECHNICAL PROPOSAL

Indiana Breast and Cervical Cancer Program (IN-BCCP) and Indiana WISEWOMAN SYSTEM FOR IDOH DATA MANGEMENT AND CLAIMS PAYMENT

RFP 26-85965

Instructions: The Technical Proposal must address all topics below. Failure to provide responses to all required fields may result in the proposal being eliminated from consideration. Please include responses to the questions in the appropriate fields of this attachment and reference any supplemental attachments provided.

Using the Functional Requirements Checklist provided below to provide clarity on program functionality.

· In the first column, note whether the vendor will be providing it in house (P) or through subcontract (Sub).

· In the second column, please indicate if the functionality is already part of the product (AP), must be configured (MC), must be developed (MD) or cannot be met with this product (CM) . Respondents may include attachments of diagrams, flow charts, sample screen shots, etc. as needed.

Functional Requirements Checklist: Indiana Breast and Cervical Cancer Program Specifications I. General Functionality

· AP= Already part of the product

· MC=Must Be Configured

· MD=Must Be Developed

· CM=Cannot Be Met with This Product

A. Work Queue or Activities List

B. Synchronization

C. Validations

D. Searching and Viewing (Data Search Function)

E. Saving

F. Printing

G. Emailing

H. User-Defined Fields

I. Reporting

J. Role-based Access

K. Data/Software conversion

L. Updates and Upgrades

M. Training

N. Security Requirements

O. Performance Requirements

P. Availability Requirements

Q. System Environment Needs

R. Network Needs

S. Backup and Recovery Needs

T. Provide Ongoing Technical Assistance

U. Other:

II. Main Software Application Functionality

A. Enter, Validate, and Process Claims

B. Disbursement of Funds to Providers

C. Interface with the Provider Directory

D. Standardization of Processes

E. Online Forms for Providers

F. Client Matching

G. Identify Duplicate Claims

H. Maintain Provider Agreements

I. Provider Information Maintenance

J. Workflow Process

K. Realtime Tracking of Dollars Spent

L. Tracking of Cost per Person and per Procedure

M. Interfacing with Other Systems

N. General System Maintenance

O. Web Based Submission for Providers

P. Client Matching

Q. Evidence-based Patient Services

R. Patient Navigation Data Collection

T. Identify Duplicate Clients

U. Ongoing System Improvements and Client Tracking supports.

V. Other Required Functionality

X. Support for External Provider and Regional Coordinator Users of the System

Y. Provide Electronic Notification of Clients Lost to Follow up or Other threats to MDE Compliance.

Z. Other:

III. Web Functionality

A. Web Based Submission

B. Web Based Provider Communication Portal

C. Web Based Data Access and Search Capabilities

D. Web Based Patient Enrollment

E. Web based Query Functions

F. Compliance assistive technology standards (508 compliant)

G. Other :

IV. Report Submission

A. Minimum Data Element (MDE) Maintenance Process

B. MDE Submission Process

C. Process for Reducing and Rectifying any MDE or Data Errors

D. Continual Process Improvement for Identifying Clients likely to no meet MDE standards so Immediate Steps Can be Taken to Improve Performance.

E. Other

IV. Payment Capability

A. Ability Pay Claims Directly to Clinical Providers

B. Ability to Seek Reimbursement for Claims after Payment to Clinical Providers

C. Ongoing Support for Claims Adjudication and Payment Balancing Up to Ten Hours a Month.

Functional Requirements: Indiana WISEWOMAN Program Specifications

If Yes was Selected in the Previous Column, Specify if the Functionality is

· AP= Already part of the product

· MC=Must Be Configured

· MD=Must Be Developed

· CM=Cannot Be Met with This Product

A. Work Queue or Activities List

B. Synchronization

C. Validations

D. Searching and Viewing (Data Search Function)

E. Saving

F. Printing

G. Emailing

H. User-defined Fields

I. Reporting

J. Role-based Access

K. Data/Software Conversion

L. Updates and Upgrades

M. Training

N. Security Requirements

O. Performance Requirements

P. Availability Requirements

Q. System Environment Needs

R. Network Needs

S. Backup and Recovery Needs

T. Provide Ongoing Technical Assistance

U. Other:

II. Main Software Application Functionality

A. Enter, Validate, and Process Claims

B. Disbursement of Funds to Providers

C. Interface with the Provider Directory

D. Standardization of Processes

E. Online Forms for Providers

F. Client Matching

G. Identify Duplicate Claims

H. Maintain Provider Agreements

I. Provider Information Maintenance

J. Workflow Process

K. Realtime Tracking of Dollars Spent

L. Tracking of Cost per Person and per Procedure

M. Estimating Cost per Person Served

N. Interfacing with Other Systems

O. General System Maintenance

P. Web Based Data Submission for Providers

Q. Client Matching

R. Evidence-based Patient Services

S. Track Community Clinical Linkages and bidirectional referrals.

T. Identify Duplicate Clients

U. Other Required Functionality (All Applicants Must Complete)

W. Provide electronic, web-based alerts for state staff, regional staff and providers for elevated screening results and need for follow-up appointments.

X. Provide electronic, web-based notifications for state staff, regional staff and providers regarding participant completion of healthy behavioral support services and notification of next screening appointment due date

X. Other:

III. Web Functionality

A. Web Based Claims Submission

B. Web Based Patient Enrollment

C. Web Based Provider Communication Portal

D. Web Based Data Access and Search Capabilities

E. Web Based Patient Enrollment

F. Web Based Query Functions

G. Compliance assistive technology standards (508 compliant)

H. Other:

IV. Payment Capability

A. Ability Pay Claims Directly to Clinical Providers

B. Ability to Seek Reimbursement for Claims after Payment to Clinical Providers

C. Ongoing Support for Claims Adjudication and Payment Balancing Up to Ten Hours a Month.

1. Provide the minimum hardware and software configurations, including operating systems, required for the software application to run this system. This includes both the client and the server environments. Provide a high-level diagram that demonstrates a possible architectural solution for this system.

2. Describe the user experience provided by the system in terms of how users interact and interface with a system. Can users modify their preferences via their user profile?

3. What type of system capabilities are provided in terms of workflow, background processes, user interface (UI) design, and performance upgrades?

4. Is this system process oriented?

5. Provide information on how the vendor handles proprietary information.

6. What type of system access and security would be provided? For example: Discretionary Access Control (DAC), Managed Access Control (MAC), and Role-Based Access Control (RBAC) or others.

7. Does this system provide product customizations feature or modification of a software feature that requires custom coding and or some form of implementation?

8. Describe how you manage and test system performance (stress, load, and volume).

9. What software development methodology you would use for this project (Waterfall, Iterative, Agile, and others)? Describe your overall project approach towards software development.

10. How regularly is this system upgraded with a new version for small improvements, security, and technology upgrades? Describe your release management process. How would IDOH request enhancements to the system? How do you prioritize requests from IDOH against requests from other entities that are using the system?

11. Describe how change management and system patches are addressed across both programs (BCCP and WW). This should include a brief description on supporting data transition from current process to electronic process. Additionally, it should include descriptions of processes which occur throughout the entire project period.

12. What software security is implemented to protect system(s) against malicious attack, hackers, and other potential risks?

13. Describe in detail the process that you have used in other states to provide similar system and services.

14. What metrics exist by which your company measures success and quality? Provide specific examples of how the company and company clients measure success and quality.

15. How does your company create an accurate timeline. How does your company report to the management on the timeliness of work? Include a sample schedule for review.

16. What are the standard reports that your company provides to your customers? Provide a list of your company's standard reports.

17. Detail your company’s customized reporting capabilities. How will the company prioritize data requests from the State and estimate timelines?

18. Provide a detailed discussion of your company’s approach to successful implementation of this project regarding overall project management methodology, testing, training development and delivery, cost control, successful scheduling and schedule management, communication, status reporting, risk and issue management, data migration, etc. What tools do you use as part of project delivery? Include key risks that you see with this specific implementation project and how you plan to mitigate those risks. Provide a sample status report that IDOH can expect as part of project execution. Provide a sample implementation plan and an implementation checklist that IDOH can expect as part of project execution and implementation preparations.

19. Describe the experience and qualifications of your company in completing similar projects in terms of client, staff and achievements for software product development and implementation.

20. Specify how the system is following Industry Standards and Certification as per CDC and the Health Insurance Privacy and Portability Act (HIPPA) guidelines. Describe the standards of certification the system has.

21. Indicate if a copy of the source code can be held in escrow.

22. Describe how maintenance will be applied. Maintenance includes, at a minimum, fixes and enhancements to the software, including changes in operating system and compatibility browser changes.

23. Describe how ongoing technical assistance and claims payment supports will be provided for state staff, regional coordinators and, if requested, providers.

24. Provide Service Level Agreement about system support and maintenance plans. Describe your overall support structure and who owns various support tiers.

25. Provide details regarding web-based user trainings to be conducted by vendor during system implementation and, if needed, on ongoing bases. Provide details on other types of training and technical assistance provided during implementation and, if needed, on ongoing basis. Break these services down by those available to state level staff, regional staff and clinical staff.

26. Describe how ongoing training and technical support is provided for program staff at the state, regional and clinical provider level. If there are changes in the system.

27. If the application is being hosted at vendor location, indicate if the data will remain property of the State of Indiana and thus may not be marketed or sold by the vendor without the express written consent of the State. Describe the security measures that are in place external to, and within, the data center.

28. Describe the difference in costs of the system if the solution is hosted at state vs. by vendor location. If you host the solution, provide details about where and how the system is hosted.

29. How is code scanning done and what process is followed? How are flaws in data and security assessed and addressed?

30. Are there any security audits conducted by you or an independent company as a part of annual security measure process? Would IDOH and the State of Indiana receive a copy or summary of the security audit results? (IDOH requires an annual audit and submission of audit reports.)

31. Describe how, or if, the web-based system compatible with mobile devices and tablets. Describe any limitations that exist when mobile technology is used to access and use the system.

32. Describe the methods that will be used to maintain the clinical provider agreements and add new providers as they join the IN-BCCP and Indiana WISEWOMAN Program.

33. Describe methods that will be used to coordinate with the claim reimbursement provider if the function is performed elsewhere.

34. Describe methods that will be used to coordinate with the data management provider if the function is performed elsewhere.

35. Describe the process by which consent is verified and maintained in an electronic system, if any.

36. Describe the process flow related to reimbursing clinical providers for services rendered.

37. Describe how files will be provided for data requests and/or data management. Describe how users would query/ ad hoc reports in the system.

38. Describe any relevant experience in submitting electronic data to federal funding agencies. Describe any experience in submitting Minimum Data Element(s) (MDE) data to the CDC.

39. Describe system capacity, if any, for bi-directional communication between state staff, regional coordinators, nurse consultants, and clinical providers. This is especially pertinent for data collection, however, status of claims and claim payment should also be included in the answer.

40. Describe how patient experience will be improved by using this vendor. Describe how clinical providers experiences will be improved by using this vendor. Describe how staff experience will be improved by using this vendor.

41. Describe the process to link with the Indiana Cancer Registry for data matching to close open IN-BCCP cases. (Note the preferred format for data linkage is SAS or excel.)

42. Detail a data migration plan and process to move existing data from the legacy system to another system.

43. Attach or provide a service flow chart which illustrates the process of reimbursement from patient enrollment to provider payment.

44. What is your overall project timeline from project kickoff to implementation of the system? Provide a schedule in MS Project that reflects this timeline. Provide any assumptions you make and risk to the timeline in the area directly below.

45. Describe the capabilities of the system that enable IDOH personnel to maintain and configure the system without the need to contact the vendor for the updates. Provide screen shots for the administrative module / functionality if available.

46. Describe the system’s compliance with assistive technology standards (508 compliant).

46. If services any services are to be subcontracted to another vendor, describe methods of monitoring subcontract, assuring adherence to policies and reaching program deadlines.

47. Project Resourcing: Complete Attachment O (Resource Usage – Template) to provide the number of hours the vendor expects to commit to the project and the number of hours estimated for the State resources. These amounts should be based on the functionality the State desires, included in this RFP.].

48. Additional Terms and Conditions related to Cloud-based systems that the State expects to execute with the successful vendor(s) are provided in Attachment K, L, and M. Depending on your proposed System, you could be required to agree to one or more of the following sets of Additional Terms and Conditions:

· Attachment K – IOT Additional Terms and Conditions - Infrastructure as a Service Engagements (IaaS)

· Attachment L – IOT Additional Terms and Conditions - Platform as a Service Engagements (PaaS)

· Attachment M – IOT Additional Terms and Conditions - Software as a Service Engagements (SaaS) Indicate in your response below which of these sets of Additional Terms and Conditions you believe applies to your proposed System. Review these Additional Terms and Conditions and indicate acceptance and/or any redlined edits, via Track Changes. It is the State’s strong desire to not deviate from the Additional Terms and Conditions that provided in these attachments and as such the State reserves the right to reject any and all requested changes. Any or all portions of this RFP and any or all portions of your response may be incorporated as part of the final contract.

49. Review and respond to the questions included in Attachment N (IOT Cloud Provider Questions form). The completed form should be submitted with your response.